Business Operations Coordinator

# Business Operations Coordinator > Pavago · Panama (Remote) · — · Posted 2026-09-22 **Workplace:** remote **Department:** Candidate Sourcing ## Description ### **Business Operations Coordinator – CRM, Billing & Scheduling** **Full-Time | Remote | U.S. Business Hours (EST)** ### **About the Role** At Pavago, one of our clients is hiring a highly organized **Business Operations Coordinator** to keep day-to-day operations running accurately and efficiently. This is a hands-on, execution-focused role covering **CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations**. You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks. ### **What You’ll Do** ### **CRM & Operations Management** - Maintain accurate and up-to-date CRM and operational records - Manage data across **Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems** - Keep documentation, workflows, and digital records organized - Identify discrepancies or process gaps before they create operational issues ### **Billing & Invoicing** - Process invoices accurately and on time - Track outstanding balances and payment follow-ups - Maintain organized accounts receivable records - Coordinate with accounting on reconciliations and supporting documentation - Ensure billing accurately reflects completed work ### **Scheduling & Job Coordination** - Monitor crew schedules, active jobs, and operational workflows - Work with platforms such as **Aspire and Azuga** - Identify scheduling conflicts, time discrepancies, and job delays - Maintain accurate time tracking for **payroll and job costing** - Coordinate updates between field teams and internal stakeholders ### **Client & Administrative Support** - Manage inbound client inquiries and follow-ups - Keep CRM pipelines current with no stale records - Support executive communication, scheduling, and Microsoft Teams workflows - Escalate urgent operational matters appropriately - Ensure communication remains professional, documented, and actionable ### **Reporting & Documentation** - Prepare reports, proposals, RFP responses, and operational summaries - Conduct vendor, pricing, contract, and operational research - Maintain clear and accessible documentation - Support leadership with day-to-day operational execution ### **What We’re Looking For** - Experience in **operations coordination, administrative support, billing/invoicing, scheduling, or workflow management** - Strong proficiency with **Excel, Outlook, Word, Teams, and OneDrive** - Experience working with CRM systems - Excellent attention to detail and data accuracy - Strong written English communication - Ability to manage multiple priorities and follow-ups simultaneously - Proactive, dependable, and comfortable working independently - Availability during **EST business hours** ### **Nice to Have** - Experience with **Aspire, Azuga, or CompanyCam** - Construction, landscaping, home services, or field-service experience - Payroll coordination or time-tracking experience - Job costing knowledge - Accounts receivable and payment follow-up experience ### **What Success Looks Like** - Accurate CRM and operational data - Timely, error-free invoicing - Organized schedules and accurate time tracking - No missed client follow-ups - Clean and reliable documentation - Operational issues identified and resolved proactively - Leadership can confidently rely on your execution and follow-through ### **Why Join?** - Fully remote opportunity - High ownership over daily business operations - Direct collaboration with leadership - Clear workflows and measurable expectations - Exposure to billing, CRM, scheduling, and field operations - Growth opportunities into **Operations Manager, Executive Operations, or Chief of Staff-style roles** ### **Interview Process** 1. Initial Application Review 2. **Spark Hire Intro Video** 3. Operations & Systems Interview 4. Practical Workflow / Scenario Exercise 5. Final Client Interview 6. Offer & Onboarding ### **What Happens After You Apply** Qualified candidates will receive a **Spark Hire invitation** to complete a short Intro Video. This helps the hiring team learn more about your communication skills, operations experience, and ability to manage detail-heavy workflows. Please check your inbox and spam/junk folder for the invitation. ### **Apply Now** If you’re highly organized, systems-oriented, and experienced in **CRM management, billing, scheduling, and operational coordination**, we’d love to hear from you. **#BusinessOperations #OperationsCoordinator #CRM #Billing #Scheduling #AdministrativeSupport #FieldServices #OperationsJobs #RemoteJobs #ESTJobs #Pavago** ## Apply [Apply at Pavago](https://apply.workable.com/pavago/j/F0A545950C/apply) --- Powered by [Workable](https://www.workable.com)